Invoice Criteria
In order for the Strategic Sourcing - Payment Services to process invoices for payment in a timely manner, the following criteria must be met:
Invoice Format
All supplier invoices to SJSU must be submitted in one of the following formats:
- Printed on the supplier's invoice form
- Printed on the supplier's company letterhead
- Be on our Generic Invoice form [pdf] and have the signature of a company official
Invoice Information
All invoices must include:
- Mailing address
- Unique invoice number
- The entire SJSU Purchase Order number or Direct Payment voucher number
- The invoice must bill San José State University
- A detailed and itemized description of the products and/or services provided
- Sales tax, as applicable
- Name and contact information of SJSU employee who placed the order
Freight Charges
A freight bill must accompany the invoice if the charge is $200 or more and the service was not provided by a common carrier (e.g., UPS or FedEx).
Submit Invoice
Invoices can be sent to the Strategic Sourcing - Payment Services Office through the following methods:
- Invoices associated to a purchase order can be submitted on-line by going
to e-Invoice and uploading the invoice file - Invoices may also be mailed to the following address:
SJSU Strategic Sourcing - Payment Services
Reference Purchase Order # or Direct Pay #
One Washington Square
San Jose, CA 95192-0041
Payment Process
Payment will be authorized only after SJSU:
- Has received and accepted the purchased products and/or services
- Has verified products are in an undamaged and satisfactory condition
- Has verified that services have been completed in a satisfactory manner
Refer to Payment Terms for the average payment processing time of invoices.